This section is where all of your Customer backorders, Stock orders and Purchase orders are managed. This window is separated into two sections. Listed at the top of the screen are all vendors that have parts waiting to be placed on a PO. This section is called the Order Book. To edit a Vendor’s order book, Double click the entry which then opens the Order Book For Vendor window.
Order Book For Vendor
Generate PO
Create Order Book
PSP Document Status
Advanced Search
Receiving Purchase Orders
Order Book For Vendor
This screen is where you will add or remove parts from the order book. To enter a part number, start typing in the part field or you can press F2 to open the inventory search screen. Press the Tab or Enter key to add the item. To delete a part number, click to highlight it and then click the Delete Selected Row button. When finished, click Save to save your changes and exit the window.
To the right of this window are buttons to generate a PO and also for creating a new order book and Special orders. These can be used to start the PO creation process without opening the order pad.
Generate PO
This section has three buttons to generate a particular type of PO. They are located to the right of the Purchasing Activity window. These buttons are for generate a PO and also for creating a new order book and Special orders. These can be used to start the PO creation process without opening the order pad.
- Customer Orders:
Clicking this button will generate a PO for the selected Vendor that consists of customer backorders only. - Stock Orders:
Clicking this button will generate a PO for the selected Vendor that consists of stocking parts only. - Merge Customer and Stock Order:
Clicking this button will generate a PO for the selected Vendor that consists of customer backorders and Stock orders. - Serialized Items Order:
Clicking this button will generate a PO for the selected Vendor that consists of Serialized items for stock and customer backorders.
Selecting any of these buttons will open the Preview Purchase Order screen. This is the last step before a PO number is assigned and the PO is created. If you are ready to create the order click the Proceed button. If you need to edit the order book, click the Abort button to return to the Purchase Order Book window.
Create Order Book
This section is where you will start a new order book for a particular Vendor and also where Special Orders are created.
New Blank Order Book:
Clicking this button opens a blank order book. Here you can enter parts for any vendor. Once you are finished click the save button to exit this screen. The vendor(s) will now be listed in the purchase order book window.
Special Orders Book:
Clicking this button opens the Special Orders section. In here you can create Min/max orders, Seasonal stock orders and Suggested Return orders. Begin by selecting the Vendor in the drop down box and then selecting the type of order to be created.
- Min/Max:
If you have set your inventory up with a minimum and maximum order level, you can use this to create a suggested order. Select the type of parts to include, Winter or Summer levels, and then to preview the order click the Preview Order Report button OR to post the order directly to the order pad without previewing click Create Order. Click Cancel to close this window. - Seasonal Order:
This is where you can create large stock orders based on past sales. Also you can use this as an alternative way of ordering if you do not wish to use the Min/Max system. Select the types of parts to include in the order and then select a date range of sales to look at. Check the Deduct Net Available Qty box to have the system remove any on hand qty from the order. To preview the order click the Preview Order Report button OR to post the order directly to the order pad without previewing click Create Order. Click Cancel to close this window. - Return Stock Order:
This is where you can create a suggested return for slow moving or overstocked items. Select the type of parts to be returned, the number of months and a minimum cost. To preview the order click the Preview Order Reportbutton OR to post the order directly to the order pad without previewing, click Create Order. Click Cancel to close this window.
Once the type of order has been selected click proceed to create the purchase order. In the purchase order screen you can change the vendor, order methods, expected date and shipping instructions. To place the items on order, click the Send PO button. To cancel the purchase order and return the items to the order book, click the Cancel PO button. You also have the option to print the purchase order by clicking the Print PO button. To exit the purchase order without sending, click the Save PO button. To exit the purchase order screen without saving any changes, click the Exit PO button.
The lower half of this section is where you can check the status of a purchase order by using the Order Status drop down box. Only active purchase orders are displayed here by default. To search for a specific open purchase order, use the Search drop down box. If you need to find a specific part number, click the Advanced Search Button which will open the Advanced Search screen.
PSP Document Status
This section is where you can look up any current or past purchase orders that have been sent electronically. Clicking the PSP Document Status button opens the PSP document list screen. Here you can search by all statuses and document types, as well as a date range and the particular supplier that you want to check. Once you have selected all of your options, click the Search button to find all of the related documents. Click the Select button to open the selected document to review it. When you are finished, click the Close button to exit this screen.
Advanced Search
This section is where you can search for a specific part number on any purchase order. Your search options include a options for a non specific date search, search by a specific date range if you have an idea when the part was ordered, the part number, the status of the PO, and the manufacturer. Once you have selected all your options, click the Search button to find the information. To exit this screen without searching, click the Cancel button.
Receiving Purchase Orders
Double clicking on a purchase order that has a status of Sent or Partial opens the original purchase order. To receive the parts on this order, click the Open Receiving Screen button. Purchase orders default to received by exception, which means that you mark the line items that are still on backorder by editing the Qty Receiving Now column. This will automatically change the Qty backordered column to the amount left on backorder. In the lower left corner of the screen you have the option to change from the default behavior by clicking the Set ‘Qty Receiving now’ to Zero button, which will set the Qty Receiving Now column to all zeros so you can receive individual line items rather than the entire order. If you enter a figure that is less than the amount on order, the backordered column will automatically update to the remaining amount left to be received. To change the price of a particular item, click on the cost and msrp fields and enter the new price. If there is a serialized item on the purchase order you will have an area to enter the serial number of that item. Once you are finished checking in all the parts and entering any parts left on backorder you can then receive the parts in the system by clicking Receive and Print Worksheet or if you do not want a printout you can click Receive and No Print. To exit the purchase without saving any of your changes, click Exit And Save for Later.
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